Workplace Practices: Personnel Files

Date approved:

June 2011

Approved by:

Date to be reviewed:

May 2011

Reviewed by:

Director of Human Resources

Date revised:

Revision number:

1.0

Compliance Committee:

As Scheduled

1.0 PURPOSE

Wheeling Jesuit University will endeavor to provide expectations of confidentiality of employee personnel records in compliance with the University's policy on Information Security and West Virginia Code 29B-1-4.

2.0 POLICY STATEMENT

2.1 Policy

No individual, private or public agency will be permitted access to any individual's personnel file absent the express written consent of that individual with the exception of: University administration responsible for direct supervision of the employee, state or federal agencies when the agency has jurisdiction, the information can be otherwise obtained with a subpoena, and University administration is satisfied with the rationale for the request. The university considers such information "private/confidential", with access on a needs to know basis only. Employees are entitled to inspect and obtain a copy of their personnel files except for documents which they have previously waived a right to access or any other record exempt by WV Code unless there is clear evidence to overcome such waiver.

2.2 Definition

"Personnel files" or "personnel records" - Includes official files containing both documentation regarding the employee's appointment, compensation, promotion, demotion, transfer, disciplinary and like involvements at the university as well as a separate file containing the employee's medical history. Access to employee medical files is governed by hippo Compliance regulations.

2.3 Procedure

Personnel files may only be examined within the confines of the Human Resource Department and may not be removed.

Personnel files may only be examined during regularly scheduled working hours. Employees who wish to examine their personnel files must call in advance and make an appointment.

Individuals who examine any personnel file must note on the "Record of File Examination", the log maintained within each file, their name, position title, date and reason for examining the file. Whenever a personnel file is copied, the individual making the copy must also note the reason the files was copied, to whom the copy was give, and the date the copy was made.

The Human Resource Department is responsible for securing personnel files in accordance with this policy. The Director of Human Resources will answer any questions with regards to this policy.

2.4 Status Change

It is important that an employee's personal information remain up-to-date and current. It is the responsibility of each employee to notify Human Resources when there is a change in name, address, phone number, marital status or dependents. Human Resource will subsequently initiate the necessary changes in Benefits and Payroll.

3.0 AUTHORIZATION

The Director of Human Resources has the authority to change, modify or approve exceptions to this policy at any time with or without notice and with the approval of the University President.